Bilingual Office Specialist 2 - Rural Services - Woodburn Office

Salary: $18.40 - $24.62 Hourly
Location : Woodburn, OR
Job Type: Full-time Regular
Job Number: 011-2024-2
Department: Health and Human Services
Division: HHS - Health Administrative Services
Opening Date: 03/19/2024
Closing Date: 4/2/2024 11:59 PM Pacific
FLSA: Non-Exempt
Bargaining Unit: 06
This recruitment has been reopened for additional applicants. If you have already applied for recruitment #011-2024-2, you do not need to reapply.
Join our team and be part of ensuring a healthy community. Marion County Health and Human Services, Woodburn office is currently recruiting for an Office Specialist 2 position. Your day would vary from checking individuals for their appointments, scheduling appointments for Addiction Treatment Services, Behavioral Health, and WIC.
If you like a fast-paced, always-evolving workday, dealing with individuals in person and over the phone, this is the opportunity for you.
GENERAL STATEMENT OF DUTIES
Independently perform a variety of responsible administrative support activities to promote and maintain effective program services, according to established practice and procedures; performs related work as required.
SUPERVISION RECEIVED
Work under the general supervision of a higher level administrative or professional employee, who assigns work, sets goals and reviews work for accuracy, completeness and compliance with department and program policies and goals.
SUPERVISION EXERCISED
Supervision of other employees is not a responsibility of positions in this classification; however, may provide training and give instruction to volunteers, interns, and other office staff.
Typical Duties - Duties include, but are not limited to the following
Provides direct client services in the Woodburn reception area for the following programs: Children Behavioral Health
Addictions Treatment Services
Women, Infant, and Children (WIC)
Environmental Health and Psychiatric Crisis Clinic.
This position provides services to monolingual Spanish-speaking clients; therefore, fluent bilingual Spanish/English skills are required. English and Spanish skills are required to provide assistance to customers and staff with clerical interpretation and translation.
Greets, directs and screen consumers/public-requesting services, providing information relating to county, department, and/or program services for making referrals/recommendations to other agencies for service.

• Answers multiple line phones and routes calls to appropriate staff members
• Schedules appointments for clinicians for different service areas
• Provides information and screening of potential clients
• Explains agency procedures and guidelines
• Determines eligibility for client services
• Shares responsibility with other receptionists in opening/closing clinic
• Pick up and tidy lobby and children's play area as needed
• Obtain and copy insurance/medical cards as needed
• Shares responsibility of maintaining supply of paper in machines (i.e. copier, fax, etc).
• Provides information and referrals for customers in person and on the telephone
• Inputs information on computer database
• Assists with filling out forms, as needed
• Direct and monitor traffic flow through clinic
• Arrange for interpreters and maintain records to facilitate the reconciling of billing statements as needed
• Provide support to clinicians for the mental health crisis clinic that operates seven days a week, 365 days a year
• Cancel appointments for clinical staff that have an unplanned absence and reschedule.
• Responsible to preparing the 10-day closing letter for Childrens Behavioral Health
• Provide coverage to Office Specialist 3 with orientation for Addictions Treatment Services, when needed.
• Prepares completion certificates.

Administrative Duties:

• Searches medical records for existing client record.
• Cash control: Receives, counts, credits to appropriate service areas, and makes deposits.
• Assesses fees, verifies insurance coverage for clients.
• Calls clients to remind them of appointments.
• Interprets for all programs as needed
• Makes data entries into medical records and/or computer system, as appropriate
• Verify all incoming client address, phone number, contact information, etc. are correct
• Maintains accurate filing systems
• Answers questions from customers and staff
• Assists clients in filling out forms correctly and answering questions regarding the forms
• Uses the following systems and software, TWIST, DrCloud, Teller, CIMS, Word, Excel, Power Point
• Verify release of information (ROIs) forms and update information in Raintree, as needed.
• Uploads documents to DrCloud.

WIC Program Duties:

• Performs WIC intakes over the phone or in person
• Registers clients in TWIST for the WIC program
• Schedules appointments for recertification, follow-ups, and classes
• Assists personnel with WIC policies and procedures
• Replaces WIC ID cards when needed
• Transfers clients in and out of the Oregon WIC program
• Encourages breastfeeding through support and referrals to IBCLC or WIC certifier
• Utilizes "Oregon WIC Listens" skills when providing service to WIC clients
• Contacts clients to reschedule missed appointments and to remind them when vouchers are ready
• Reviews monthly program minutes for service area information

Other Duties:

• Other job duties as assigned by supervisor
• Drives to meetings in Salem and works at off-site clinics as needed.
• Provides back up to Department Specialist 2
• Orients new staff to office procedures.

Response Level 2: In the event of an emergency, employee makes a reasonable effort to report to work. Employee may be required to perform duties outside of their regularly assigned duties. Employee may be requested to work an extended or flexible schedule. Staff at this response level must complete Incident Command System 100 and 700 on-line or in-person training.
Requirements for the Position
EXPERIENCE AND TRAINING

1. High school diploma, or equivalent; AND
2. One year of general office experience; OR
3. Any satisfactory combination of work, education, training, or experience relevant to the position, as determined by Marion County.

NECESSARY SPECIAL REQUIREMENTS

• This position provides services to monolingual Spanish-speaking clients; therefore, fluent bilingual Spanish/English skills are required. An additional 5% will be added to the hourly wage as compensation for this skill. Finalist will be required to pass a verbal and written Standardized Spanish/English Fluency Assessment as part of the hiring process.
• The finalist for this position will be required to pass a criminal history background check, however conviction of a crime may not necessarily disqualify an individual for this position.
• This position may be subject to the following: Must not be excluded from participation in the federal health care programs (Medicaid, Medicare and other federally funded programs that provide health benefits); AND must not be excluded from participating in federal procurement (Federal Acquisition Regulation) and non-procurement activities (Executive Order No. 12549).
• This position is represented by a union.
• This is a full-time position, which is eligible for overtime.
• Typical Work Schedule: Monday through Thursday, 8:30 am - 5:30 pm, Friday, 8:00 am - 5:00 pm, with flexibility depending upon the needs of the department and program.

KNOWLEDGE, SKILLS, AND ABILITIES
Knowledge of modern office practices, procedures and techniques; arithmetic and general record keeping/bookkeeping practices; modern office equipment and machinery and their intended use; a variety of computer systems and software; and basic knowledge of English composition, spelling and grammar.
Skill and ability to type at an acceptable rate of speed; access and use various computer systems and software; accurately and effectively perform the various assigned tasks and duties following general procedure and program policies; meet and assist clients, staff, and the general public in a courteous, professional manner; understand and effectively follow oral and written instructions, communication, and procedures; apply newly assigned procedures and practices to specific work assignments; and provide backup to other positions as needed.
PHYSICAL REQUIREMENTSStands; sits; moves about the work area; bends forward; reaches overhead; lifts up to 35 lbs.; pushes and pulls up to 35 lbs.; moves carts weighing up to 35 lbs.; carries up to 15 lbs.; operates a keyboard; speaks clearly and audibly; reads a 12 pt. font; hears a normal speech level; depth perception; distinguish colors; works in areas that may have occasional exposure to dust and/or office chemicals such as toner for copiers or fax machines.
PUBLIC SERVICE LOAN FORGIVENESS
Marion County is a qualifying public employer for the Public Service Loan Forgiveness Program. Through the Public Service Loan Forgiveness Program, full-time employees working at the County may qualify for forgiveness of the remaining balance on Direct Loans after 120 qualifying monthly payments under a qualifying repayment plan. Questions about your loan eligibility should be directed to your loan servicer or the US Department of Education.
VETERANS' PREFERENCE
Applicants are eligible to use Veterans' Preference when applying with Marion County in accordance with ORS 408.225, 408.230, and 408.235 and OAR 105-040-0010 and 105-040-0015. Preference will be awarded only if the applicant meets the minimum requirements of the position and attaches the required documentation at the time of application.
DOCUMENTS REQUIRED FOR VETERANS' PREFERENCE

• One of the following:
  • MEMBER COPY 4 of the Certificate of Release or Discharge from Active Duty (DD Form 214 or 215); OR
  • Letter from the US Department of Veterans Affairs indicating receipt of a non-service connected pension; OR
  • Certification that discharge or release from active duty under honorable conditions will take place not later than 120 days after the submission of the certificate.

• In addition to one of the above documents, Disabled Veterans must also submit one of the following:
  • A copy of their Veterans disability preference letter from the Department of Veterans Affairs; OR
  • Certification that medical separation from active duty under honorable conditions will take place not later than 120 days after the submission of the certificate.

You can request copies of your military service record through the National Archives website at
Marion County is an Equal Opportunity, Affirmative Action, Veteran and Disability employer committed to increasing the diversity of its workforce.
Marion County offers a generous benefits package to regular employees working 50% or more of the regularly scheduled work week and their eligible dependents. Temporary employees and part-time regular employees working less than 50% of the regularly scheduled work week are not eligible for benefits.
Most regular positions in this classification are represented by Marion County Employees Association (MCEA). For a summary of benefits, For a complete and detailed overview of the MCEA benefits package, , and select MCEA Benefits from the left menu or Marion County Employees Association (MCEA) from the page links. Regular and temporary employees are represented by MCEA.
Salary and benefits are subject to union contract negotiations and may change as a result.
01
To receive credit for your supplemental questions, your answers must be supported by details in the education and/or work experience section of your application form. "See resume" is not an acceptable answer. Do you understand this statement?

• Yes
• No

02
Do you have a high school diploma or equivalent?

• Yes
• No

03
This position works with monolingual Spanish speaking clients which requires the person in this position to have bilingual Spanish/English skills. Do you meet this requirement?

• Yes
• No

04
Indicate how many years of full-time general office work experience you have. (One year of work experience is equal to 2080 hours.)

• Less than 1 year
• 1 year to less than 2 years
• 2 years to less than 5 years
• 5 years or more
• None of the above

05
Indicate how many years of full-time medical office work experience you have. (One year of work experience is equal to 2080 hours.)

• Less than 1 year
• 1 year to less than 2 years
• 2 years to less than 5 years
• 5 years or more
• None of the above

06
Do you have scheduling experience?

• Yes
• No

07
Indicate how many years scheduling was part of your job duties. (One year of work experience is equal to 2080 hours.)

• Less than 1 year
• 1 year to less than 2 years
• 2 years to less than 5 years
• 5 years or more
• None of the above

08
Select the computer software with which you are proficient and which you have at least 1 year of full-time experience (One year of work experience is equal to 2080 hours.)

• Microsoft Word
• Microsoft Excel
• Microsoft Outlook
• Laserfiche
• None of the above

09
Indicate how many years of full-time customer service work experience you have. (One year of work experience is equal to 2080 hours.)

• Less than 1 year
• 1 year to less than 2 years
• 2 years to less than 5 years
• 5 years or more
• None of the above